MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE OF

MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 12 MARCH 2013 AT THE BARRY ROSE COMMITTEE ROOM COMMENCING AT 2.00pm PRESENT: Cr Maurice Collison, Cr Ron Campbell (Chair), Cr Lorna Driscoll. APOLOGIES: Cr Deirdre Peebles, Cr Wayne Bedggood IN ATTENDANCE: Mr Alan Fletcher (Director Technical Services), Mrs Coleen Pinkerton (Manager Technical Support Services), Mr Stephen Ward (Manager Engineering Operations), Mr Jeff Bush (Manager Civil Assets), Mr Paul Turri (Manager Water Waste), Mr Tony Swallow (Works Engineer Merriwa), Mr Dave Boag (Plant Supervisor) DECLARATIONS OF INTEREST: Nil

Page 1 of 14 of the Minutes of the Works And Technical Services Committee of the Upper Hunter Shire Council held on Tuesday 12 March 2013

MAYOR

GENERAL MANAGER

UPPER HUNTER SHIRE COUNCIL Works And Technical Services Committee - 12 March 2013

TABLE OF CONTENTS WORKS & TECHNICAL SERVICES REPORTS ERROR! BOOKMARK NOT DEFINED. WTS.03.1 CAPITAL UPDATE REPORT ..................................................... ERROR! BOOKMARK NOT DEFINED. WTS.03.2 REVISION OF ASSET MANAGEMENT PLANS ............................. ERROR! BOOKMARK NOT DEFINED. WTS.03.3 LOCATION OF NBN SUBSTATION WITH REGARD TO EXISTING MERRIWA SQUASH COURTS .ERROR! BOOKMARK NOT DEFINED. WTS.03.4 PROJECT REPORT - SCONE SALEYARDS ................................. ERROR! BOOKMARK NOT DEFINED. WTS.03.5 TENDERS - PURCHASE OF PLANT ........................................... ERROR! BOOKMARK NOT DEFINED.

CONFIDENTIAL REPORTS ............................... ERROR! BOOKMARK NOT DEFINED. CR.03.1

TENDER FOR THE SMALL TRUCKS........................................... ERROR! BOOKMARK NOT DEFINED.


MAYOR

GENERAL MANAGER

Works And Technical Services Committee

12 March 2013

WORKS & TECHNICAL SERVICES REPORTS Section:

Works & Technical Services Reports

REP-87/13

WTS.03.1 CAPITAL UPDATE REPORT RECOMMENDATION: That Council adopt the Capital Works Update report.

BACKGROUND: The capital items identified within the 2012/13 Delivery Program and Operational Plan are itemised within the attached Capital Report. The report provides information relating to budget vs actual; timeframes for works and general comments. Graphical representation of major funds and area projects are also included. ISSUES: Timeframe and availability of resources for the completion of works. SUSTAINABILITY: Implementation of capital projects. COMMUNITY INTERACTION: Community engagement undertaken in development of DPOP. OPTIONS: To adopt, amend or reject the recommendation. FINANCIAL CONSIDERATIONS: All works have been budgeted for in accordance with the Delivery Program and Operational Plan (DPOP) 2012/13.

RECOMMENDATION: That Council adopt the Capital Works Update report.

Moved: R Campbell

Seconded: M Collison

MOTION CARRIED


MAYOR

GENERAL MANAGER

Works And Technical Services Committee Section:

12 March 2013


REP-85/13

WTS.03.2 REVISION OF ASSET MANAGEMENT PLANS RECOMMENDATION: That Council adopt the revised Asset Management Plans for:     

Roads Bridges Stormwater Drainage Buildings Parks

BACKGROUND: At the Extraordinary Council meeting held 2 May 2011 Council adopted its Asset Management Policy and Plans that sets the guidelines for implementing consistent asset management processes throughout Council. A systematic asset management methodology is needed in order to apply appropriate asset management best practices across all areas of Council. The plans have been prepared using the Institute of Public Works & Engineering Australia “AMS Plus” system which is based on the International Maintenance Management System. The Asset Management Plans have been reviewed in accordance with the monitoring and review procedures outlined in Clause 8.3 of the plans. The Asset Management Plans will be provided under separate cover. ISSUES: An asset management plan provides a long term assessment of the asset activities and actions required to deliver services related to civil infrastructure. The objective of the Asset Management Plan is to outline the particular actions and resources required to provide a defined level of service in the most cost effective manner. Council has previously developed Asset Management Plans for:  Road Assets (road pavement, kerb and channel, footpaths/cycleways)  Bridges  Stormwater Drainage  Buildings  Parks  Water and  Wastewater In general, these Asset Management Plans:  Describe the asset (physical, financial)  Describe the objective/purpose of the asset  Define the current levels of service  Describe future demand requirements for service delivery  Describe the risks associated with the asset  Define the intended time frame (life cycle) of the asset or key components  Include financial information  Recognize the decline in service potential  State assumptions and confidence levels  Outline an improvement program  Identify key performance measures  Have the firm commitment of the organisation  Reviewed regularly Page 4 of 14 of the Minutes of the Works And Technical Services Committee of the Upper Hunter Shire Council held on Tuesday 12 March 2013

MAYOR

GENERAL MANAGER


12 March 2013

The review of Water & Wastewater plans is scheduled for completion in June. SUSTAINABILITY: The basis of an Asset Management Plan is to develop strategies for the sustainability and satisfactory performance/replacement of assets throughout the life cycle of the Assets in the Plan. COMMUNITY INTERACTION: The revised Asset Management Plans will be included within the Community Strategic Plan and the Local Infrastructure Renewal Scheme applications. OPTIONS: To adopt, amend or reject the recommendation. FINANCIAL CONSIDERATIONS: All plans were developed in house within current civil asset budget allocation.

RECOMMENDATION: That Council adopt the revised Asset Management Plans for: Roads Bridges Stormwater Drainage Buildings Parks

Moved: L Driscoll


MOTION CARRIED


MAYOR

GENERAL MANAGER


12 March 2013


REP-86/13

WTS.03.3 LOCATION OF NBN SUBSTATION WITH REGARD TO EXISTING MERRIWA SQUASH COURTS RECOMMENDATION: That the report be noted. BACKGROUND: NBN has negotiated the lease of land from Council for its infrastructure. In the most part additional infrastructure will be on existing towers and have a low impact. However there is a substation to be built behind the squash courts. Upon seeing the surveyor’s pegs, which indicate their perimeter fence, representatives of the Squash club have approached Council asking if there is any possibility of moving the site as it will interfere with their planned future expansion to provide an additional squash court and amenities. ISSUES:

‐ -

-

The Development Application process (DA 180/2012) has been followed and subsequently approved by council (Meeting 17th December 2012). Lease approved by Council in June 2012. The proposed expansion including a 3rd squash court is not shown in the Plan of Management or the Community Strategic Plan 2010+. There is no correspondence in TRIM indicating that there are any plans to do so. Although the construction of the substation would prohibit expansion in that particular direction there are other possible layouts that will be equally applicable. NBN have advised that they will entertain the possible movement of the substation, but only if their costs are met. Their estimate of these costs is $17,000.

SUSTAINABILITY: The installation of the NBN Substation and tower, is sustainable in that NBN will be responsible for all maintenance of new infrastructure. COMMUNITY INTERACTION: The Squash Club is of the opinion that it has been poorly informed with respect to the DA process. The DA proposal was advertised as per Council’s Notification Policy. However it should be noted that Council was not aware of any planned squash court expansion by the Club that would be impacted upon by the installation of the NBN substation. OPTIONS: The options are: 1. Relocate the site of the NBN substation compound 8m north as requested by the Squash Club. Estimated additional cost is $17,000. 2. The NBN substation compound remain in the location originally adopted at nil additional cost. 3. The no. 2 option is preferred. No Council resolution is required as Council has previously endorsed DA 180/2012.


MAYOR

GENERAL MANAGER


12 March 2013

FINANCIAL CONSIDERATIONS: For the option that Council cover the costs there would be an estimated cost of $17,000. Otherwise there would be no additional cost to Council.

Enclosures: 1 NBN Merriwa Site Plan 2 Merriwa Fitness Centre - Concern about location of NBN Tower - DA 180/2012 RECOMMENDATION: That Council: 1. Officers discuss with NBN the moving of the proposed compound by 8 metres to the north, subject to minimal costs and within budgetary constraints 2. The Squash Club and Fitness Centre be requested to meet with the Merriwa Sports Association to discuss future recreation needs Moved: R Campbell



MAYOR

GENERAL MANAGER

ATTACHMENT NO: 1 - NBN MERRIWA SITE PLAN


ITEM NO: WTS.03.3

MAYOR

GENERAL MANAGER

ATTACHMENT NO: 2 - MERRIWA FITNESS CENTRE - CONCERN ABOUT LOCATION OF NBN TOWER - DA 180/2012

ITEM NO: WTS.03.3

‘Old Oakley’ Merriwa NSW 2329 3/3/2013 Dear Mr Oliver, I am writing to you as Secretary/ Instructor of the Merriwa Fitness Centre, which as you know rents the Gym area from the Upper Hunter Shire Council. I was alarmed to find out on Friday 1st March, that the Council has given approval for an NBN tower to be installed next to the Gym area. Also they will be putting in their sub‐station immediately behind the Squash courts / Gym building which will consequently prevent any further expansion of these venues. As the Shire are aware from our initial start up plans, we have always intended to expand the Fitness Centre in able to accommodate more equipment as well as space to run Aerobic classes etc, and hopefully include the building of some Toilet and Shower facilities which we could share with the Squash Club. We feel extremely disappointed that we were not told of any of these plans regarding the NBN tower, and that we were not included in any of the discussions regarding its placement. There is plenty of apparently vacant land to the north of our building which could easily accommodate the tower without any interference to any other Club. We are also concerned about possible health effects from being so close to such a tower. Have any health studies been carried out on the emissions of the tower? We urge you to re consider your plans and at least discuss with us, the Squash Club, and any other users of the oval and its facilities, before any construction takes place. Yours Sincerely, Annie Rodgers


MAYOR

GENERAL MANAGER


12 March 2013


REP-88/13

WTS.03.4 PROJECT REPORT - SCONE SALEYARDS RECOMMENDATION: That Council note the project report for the Scone Saleyards.

BACKGROUND: A monthly report to be provided to the Committee on the status of a selected major project within the capital works budgets. ISSUES: Council undertakes a large number of major capital projects which may involve a variety of:  Funding sources ie grants, loans, fees and charges  Resources ie council workforce, contractors  Combined projects eg 3 bridges, saleyards project, airport rehabilitation SUSTAINABILITY: To provide details of project development and completion. COMMUNITY INTERACTION: Included with DPOP and Strategic Plan process. OPTIONS: To adopt, amend or reject the recommendation. FINANCIAL CONSIDERATIONS: Included within each budgetary area.

RECOMMENDATION: That Council note the project report for the Scone Saleyards. Moved: L Driscoll Seconded: M Collison

MOTION CARRIED


MAYOR

GENERAL MANAGER


12 March 2013


REP-90/13

WTS.03.5 TENDERS - PURCHASE OF PLANT RECOMMENDATION: That the Committee move into Closed Committee pursuant to section 10A(1)-(3) of the Local Government Act 1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A(2)(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

BACKGROUND: As detailed in Confidential Report. ISSUES: Tenders include:  Supply and delivery of 1 x 11 tonne GVM Tipping Truck with Crane  Supply and delivery of 1 x 6 tonne GVM Tipping Truck SUSTAINABILITY: As detailed in Confidential Report. COMMUNITY INTERACTION: N/A OPTIONS: To adopt, amend or reject the recommendation. FINANCIAL CONSIDERATIONS: As detailed in Confidential Report.

RECOMMENDATION: That the Committee move into Closed Committee pursuant to section 10A(1)-(3) of the Local Government Act 1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A(2)(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business. Moved: M CollisonSeconded: L Driscoll

MOTION CARRIED

Upon resuming Open Council: That the recommendation of the Closed Committee be adopted. Moved: M Collison

Seconded: R Campbell

MOTION CARRIED

There being no further business meeting closed at 3.25pm


MAYOR

GENERAL MANAGER


12 March 2013

CLOSED COUNCIL RECOMMENDATION: That Council move into Closed Council with the press and public excluded in accordance with Section 10(2)(c) of the Local Government Act 1993.


MAYOR

GENERAL MANAGER


12 March 2013

CONFIDENTIAL REPORTS Section:


CR.03.1

TENDER FOR THE SMALL TRUCKS

REP-91/13

This matter is considered to be confidential under Section 10A(2) (c) of the Local Government Act, as it deals with information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

RECOMMENDATION: That Council accept the following tenders: 1. Supply and delivery of one (1) Fuso Canter 615 6 ton Tipping Truck from JT Fossey Trucks to replace Plant No. 5018 in the change over amounts of $59,221.37. 2. Supply and delivery of one (1) Fuso FK61FK 11 ton Tipping Truck from Daimler Trucks to replace Plant No. 5015 in the total change over amount of $75874.00. RECOMMENDATION: That Council accept the following tenders: 1. Supply and delivery of one (1) Fuso Canter 615 6 ton Tipping Truck from JT Fossey Trucks to replace Plant No. 5018 in the change over amounts of $59,221.37. 2. Supply and delivery of one (1) Fuso FK61FK 11 ton Tipping Truck from Daimler Trucks to replace Plant No. 5015 in the total change over amount of $75874.00.

RETURN TO OPEN MEETING RECOMMENDATION: That the meeting move back into Open Council.


MAYOR

GENERAL MANAGER

MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE OF

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